Step 1. Understand the process of saving data in Microsoft Outlook
All information in Outlook, including emails, folders, contacts, calendars, and so on, is stored as one file with extension .pst or .ost on the computer. By copying these files, you can create a complete backup of your Outlook information.
Step 2. Open the folder containing the Outlook data files
You need to access the directory C:\Users\%username%\AppData\Local\Microsoft\Outlook\. There are several steps you can try to access the directory:
- Open a File Explorer window and visit the folder, but you will need to show hidden files first. Click the "View" tab and select "Hidden items", or click the "View" menu, select "Folder options", and check the "Display hidden files and folders" option. With this option, you can see “AppData” folder inside “User” folder.
- You can press Win, type %appdata%, and press Enter. The "Roaming" folder will be opened. Go to one folder above it to access the " AppData " folder, then open the " Local " → " Microsoft " → " Outlook " directory.
- In Windows XP, open the directory C:\Documents and Settings\%username%\Local Settings\Application Data\Microsoft\Outlook\.
Step 3. Locate the.pst and.ost files
Both are data files for the current user account Outlook program. These files are named after the linked email address. Most users have.pst files, while Exchange users typically have.ost files.
Copy the file by selecting it and pressing the shortcut Ctrl+C, or right-clicking the file and selecting " Copy"
Step 4. Define the file backup process
There are several ways you can choose to safely back up your data files, depending on your needs. By making multiple backups, you can make sure your files are safe in case something goes wrong.
- You can copy files to a USB drive. Typically,.pst files are 10-100 MB in size so they fit to be added to a USB drive.
- You can copy files to disc. This way, you can take the disc with you wherever you go, but using the entire disk space to copy files may seem wasteful because the file size is relatively small. Read the article on how to burn a DVD for more information.
- You can upload files to an online storage service like Google Drive or OneDrive. With this option, you can access your files from any computer connected to the internet. Read the article on how to back up data for more information on the process of uploading files to online storage services.
Method 2 of 2: Restoring Backup Files to Programs
Step 1. Copy the backup file to the computer
If the file is stored on a USB drive, disc, or online storage space, you will need to copy it to your computer's storage space first. You can place the file anywhere (eg your desktop or the “Documents” folder).
Step 2. Click the “File” tab or “Office” button
If you are using Outlook 2003, click the “File” menu.
Step 3. Select "Open & Export" or "Open"
You will see several options after that.
Step 4. Click "Open Outlook Data File"
A file browsing window will open after that.
Step 5. Browse the data file
Locate the data file that you previously copied back to your computer. Select the file and click " Open " to load it.
Step 6. Use a backup file
Outlook will load a backup data file, including all folders, messages, contacts, and calendar entries.
